Front Of House Administrator Ftc

Front of House Administrator - UPMC 4th Practice, Mallow Location: UPMC Institute for Health Mallow Job type: Fixed Term Overview of role: The Front of House Administrator is a key member of the Access to Care team at UPMC 4th Practice, Mallow.
This role supports the seamless delivery of patient services, from initial contact through to consultation, diagnostics, and potential onward intervention, while ensuring that UPMC's high standards of quality and patient safety are upheld.
Working at front of house, the Administrator is responsible for managing face-to-face, telephone, and email queries, coordinating clinic schedules, handling payments, managing referrals, and supporting consultants and the multidisciplinary team (MDT).
This role requires exceptional communication skills, strong technological proficiency, and a passion for delivering a first-class patient experience.
This is a part-time role (18 hours per week) and it is a 6-month fixed term contract.
Primary Duties and Responsibilities: Act as the first point of contact for patients at front of house, greeting, registering, and assisting in a professional and courteous manner.
Handle incoming and outgoing calls, emails, and patient queries efficiently and empathetically.
Schedule and manage consultant and clinic appointments, including theatre bookings, ensuring optimal utilisation.
Manage incoming and outgoing referrals, ensuring timely triage and follow-up.
Liaise with external hospitals and diagnostic providers to gather patient reports (e.g., scans, pathology, histology).
Coordinate with the wider multidisciplinary UPMC network for further investigations and specialist interventions.
Operate confidently across multiple electronic health records (EHRs) including Complete GP,IPMS, iMedDoc, and TPRO (Training provided).
Collect patient payments (cash, card, and digital), issue receipts, and reconcile daily accounts.
Process and maintain billing and invoicing records, ensuring accuracy and compliance.
Maintain clear, efficient, and up-to-date filing systems, both digital and physical.
Produce medical reports and ensure timely distribution to referring GPs and consultants.
Maintain ongoing communication and collaboration with clinical staff, hospital departments, and support services.
Adhere to GDPR and UPMC data protection standards in managing confidential information.
Support operational improvements and contribute to audit, reporting, and patient safety initiatives.
Cover colleagues during periods of leave and contribute to cross-functional support as needed.
Deliver training or onboarding for temporary/relief/front-of-house staff.
Qualifications & Experience: Minimum of Leaving Certificate or equivalent.
Strong background in MS Office (Excel, PowerPoint, Outlook).
Demonstrated experience working in a healthcare, clinic, or medical administrative setting.
Fluent in English (written and spoken).
Eligible to live and work in the EU.
Equal Opportunity Statement and Benefits UPMC is an equal opportunity employer.
We celebrate diversity and are committed to creating an inclusive environment for all employees.
At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.
Compensation - Competitive pay for the work employees do - base pay, performance related pay and premium pay where applicable.
Benefits - Fully paid maternity and paternity leave for new parents.
Competitive Pension Plan, company funded Death in Service Benefit x 3 times.
Critical Illness cover for all employees up to the age of 66.
Performance and Recognition - Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.
Work-Life Balance - Enhanced annual leave up to a maximum of 27 days.
Flexible working opportunities to support you to work around external family commitments.
Development and Career Opportunities - Opportunities for each employee to reach their career goals through continued learning and/or advancement.
About UPMC UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that's close to home.
Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education.
UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division - an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia.
UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.
In Ireland UPMC has provided high-quality healthcare in the South East since 2006.
UPMC's operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny.
Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo.
UPMC has also established a nationwide Concussion Network.
UPMC's Global Technology Operation Centre is based in Kilkenny.